How to Write a Receipt (with Free Template)

To write a receipt, record the date, your business details, the buyer, what was paid for, the amount received, the payment method, and a unique receipt number. Hand it to the buyer or email a PDF copy. A receipt is proof of payment — issue one every time money changes hands.

Required fields on every receipt

• Receipt number — unique and sequential.
• Date received.
• Your business name, address, and contact.
• Buyer name (if known).
• Description of goods or services paid for.
• Amount received with currency.
• Payment method (cash, card, bank transfer, etc.).
• Reference to the original invoice number, if any.

Worked example

Common receipt formats

Different scenarios use slightly different layouts:

• Sales receipt — for retail and product sales.
• Donation receipt — for nonprofits.
• Rent receipt — for landlords.

Receipt vs invoice

An invoice is a request for payment; a receipt confirms the payment has been received. Many transactions need both. Read the full invoice vs receipt comparison.

Avoid these mistakes

• Reusing receipt numbers (always sequential, no gaps).
• Skipping the payment method (auditors look for this).
• Failing to reference the original invoice.

Get the free template

Download a printable, branded receipt template in PDF, Word, or Excel from the free receipt template library — no signup required.

Frequently asked questions

What must a valid receipt include?

A receipt must include the date, your business name and contact details, the buyer (if known), what was paid for, the amount received, the payment method, and a unique receipt number.

Is a handwritten receipt legal?

Yes, a handwritten receipt is legally valid as long as it contains the required information and both parties can read it. For business records, a typed PDF receipt is strongly preferred.

What's the difference between a receipt and an invoice?

An invoice requests payment; a receipt confirms that payment has been received. See our invoice vs receipt guide.